# Spreadsheet import: CSV and XLSX into locations, cast, crew, gear Source: https://storiara.com/integrations/spreadsheet-import Last updated: 2026-09-14 Author: Nick Harty, Storiara > Storiara imports CSV and XLSX files into four places: Locations, the Cast and Crew tabs, and Equipment. After you upload, AI matches your column headers to Storiara's fields, flags rows with problems, and shows a review table where you untick, fix, or delete rows before importing. It adds new records only. There is no Google Sheets connection and no CSV export. ## Where spreadsheets come in Most productions already have a sheet before they have software: a [crew contact list](https://storiara.com/templates/crew-contact-list) the UPM started in prep, a location scout's tracker with addresses and day rates, a rental house quote pasted into Excel. This import gets those into Storiara without retyping. It works from a downloaded file: Storiara has no live connection to Google Sheets, Excel online, or any other spreadsheet app. ## What each import accepts The importer reads the first worksheet of an XLSX file, or the whole CSV, and treats row 1 as headers. It then maps your columns to these fields. | Page | Fields it can fill | Needed on every row | |---|---|---| | Locations | Name, INT / EXT / INT/EXT, description, address, time of day, estimated fee, fee unit, scene numbers | Name and type | | Cast | First name, last name, email, phone, union affiliation, union contract, daily rate, weekly rate, rate unit | First and last name | | Crew | Same as cast, plus role | First name, last name, role | | Equipment | Name, category (Camera, Lenses, Lighting, Sound, Grip, Other), description, estimated rate, rate unit | Name and category | Fee and rate units are per day, per week, per hour, per use, or purchase for locations and gear. For cast and crew they're per day, per week, per hour, or per project. Scene numbers on a locations sheet are matched to Storiara's scene numbers, so a row listing "4, 11, 12" links the location to those scenes. Remember that Storiara numbers scenes in script order, which may not match a locked shooting script. Header names don't have to match. The mapper is told to handle variations like "First Name" or "Email Address", to turn "1,2,3" or "Scene 1" into scene numbers, and to normalize equipment categories. Say a crew sheet has the headers "First", "Last", "Position", "Cell", and "Day Rate". You'd expect "Position" to land in role, "Cell" in phone, and "Day Rate" in daily rate, with values like "$650" converted to 650. Because an AI does the matching, read the review table before importing, especially on sheets with unusual headers. ## Importing a file 1. Open the page you're importing into: **Locations**, **Equipment**, or the **Cast** or **Crew** tab of **Cast & Crew**. 2. Click the upload icon next to the add button. Its tooltip reads, for example, **Upload crew from CSV/XLSX**. 3. In the **Upload Crew Data** dialog (the name changes by page), click **Click to upload or drag and drop** and choose the file. 4. Click **Parse File**. The summary shows **Total Rows**, **Successfully Mapped**, and **Needs Review**, plus any **Warnings**. 5. In the table, untick rows you don't want and use the trash icon to drop junk rows such as subtotal lines. Rows with problems show **Fix**, which opens the normal cast, crew, or equipment form. 6. Click **Import** with the count shown, for example **Import 23 Items**. Only rows that are selected and marked **Valid** are imported. The [how-to for importing contacts](https://storiara.com/docs/how-to/import-contacts-from-a-spreadsheet) walks the Cast & Crew version with a sample sheet. ## Limits - CSV and XLSX only. Old .xls workbooks get past the file picker, but the reader expects the newer format, so save as .xlsx first. - One worksheet per file (the first). Move the tab you need to the front. - Imports add records. Nothing is updated or merged, and duplicates aren't detected. - Imported cast and crew don't receive availability requests automatically, and cast aren't assigned to characters. Do both after import. - Location rows with errors can't be fixed inside the dialog. Correct the file and upload it again. - Parsing counts as an AI feature. On the free Beginner plan it draws on the monthly AI allowance, and "Upgrade Required" appears when that allowance is used up. - There is no export back to CSV or XLSX from these pages. ## Troubleshooting - "Excel file has no column headers" means row 1 is empty or holds a title like "CREW LIST - THE LONG DRIVE". Delete the title rows so headers sit in row 1. - "No data rows found in file" appears when the sheet has headers but every row below is blank, or when your data is on a second tab. - If rows are split in odd places from a CSV, a cell probably contains a line break (common in address and notes columns). Remove the line breaks or upload the XLSX instead. - When many crew rows come back needing review, the role column is usually missing or empty. Add it and parse again. - To bring in a single actor with a headshot, [Backstage import](https://storiara.com/integrations/backstage) is faster than a one-row sheet. ## Frequently asked questions ### Can I import a crew list from a spreadsheet into Storiara? Yes. On the Crew tab of Cast & Crew, use the upload button to import a CSV or XLSX file. Each row needs a first name, last name, and role. ### Does Storiara connect to Google Sheets? No. Download the sheet from Google Sheets as CSV or XLSX and upload that file. Changes in the sheet afterward don't sync. ### Do my column headers have to match Storiara's field names? No. The importer uses AI to map headers like 'Position' or 'Cell' to the right fields, and shows the mapped result for review before anything is saved. ### Can I export my cast or crew list back to a spreadsheet? No. Cast & Crew, Locations, and Equipment can be printed but not exported as CSV or XLSX. The budget is the only page with an Excel export. ### Will importing the same file twice create duplicates? Yes. Every import adds new records and doesn't check for people or locations already in the story.